Executive Assistant
Executive Assistant
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
The ideal candidate is forward-thinking solutions-oriented and capable of anticipating needs solving problems quickly and making sound independent decisions. Your ability to streamline operations and manage complex logistics will enable the Executive to focus on high-impact strategic priorities. 5 years related experience as an Executive Assistant or Chief of Staff supporting a senior executive entrepreneur or business owner; or equivalent combination of education and experience.
This role encompasses a wide range of professional personal and operational responsibilities that require exceptional organization discretion and adaptability. Key areas of focus include:
- Professional Duties
- Manage and optimize complex calendars schedules and priorities to ensure the Executive is well-prepared and operating efficiently.
- Oversee email and communication management acting on behalf of the Executive with clarity discretion and sound judgment on what requires their direct attention.
- Prepare review and organize documents presentations and reports for meetings speaking engagements and business initiatives.
- Coordinate and communicate effectively with internal departments including Investor Relations Marketing and Operations to streamline workflows and follow through on key priorities.
- Serve as a trusted liaison between the Executive and internal/external stakeholders maintaining timely professional and confidential communication.
- Support the planning and execution of events including logistics for speaking engagements and other business-related functions ensuring exceptional attention to detail and proactive preparation.
- Accompany the Executive to key events ensuring optimal preparation minimizing distractions and managing on-the-ground logistics.
- Track manage and follow through on cross-functional projects spanning multiple business ventures.
- Lead all travel coordination (private and commercial) including booking flights accommodations ground transportation and managing last-minute changes as needed.
- Stay current on organizational developments business initiatives and key relationships to provide informed support.
- Reconcile expenses track receipts and gather financial documentation to assist with budgeting and reporting.
- Perform miscellaneous administrative tasks including running errands managing mailings and coordinating lunch orders.
Personal & Lifestyle Management
- Handle personal calendar management appointments and reservations for the Executive and family.
- Manage household and lifestyle vendors (e.g. home maintenance vehicle services club memberships) with reliability and discretion.
- Coordinate personal and family travel logistics including itineraries and accommodations.
- Oversee and manage personal financial tasks ensuring accuracy and confidentiality.
- Plan and coordinate personal events celebrations and engagements.
- Support personal projects including real estate management and private investments.
Operational & Strategic Support
- Anticipate needs and proactively address challenges before escalating.
- Ensure timely execution and delivery of critical and time-sensitive documents.
- Maintain organized and accessible digital and physical systems for files contacts vendors and memberships.
- Collaborate with business teams to monitor project timelines ensure deliverables are met and provide executive-level follow-through.
- Offer scheduling flexibility and responsiveness to urgent or high-priority matters including availability during evenings and occasional weekends.
All other duties assigned.
Other skills and Qualifications
Microsoft Office Suite Google Workspace and project management/CRM tools
Financial and operational acumen with strong attention to detail
Proven ability to work independently anticipate needs and make sound decisions
Strong organizational and prioritization skills; thrives in a fast-paced and ever-changing environment
Excellent written and verbal communication
High level of professionalism discretion and confidentiality
- This position is based in our Scottsdale office and requires occasional local travel with the possibility of periodic domestic travel
Required Experience:
IC
Employment Type
Full-Time
